Turn emailed PDFs and scans into clean, approved invoice records. Extract line items, match POs, flag duplicates, and sync to Sheets or accounting tools so you get paid faster.
A workflow watches for new invoices in places like Gmail, Google Drive, or an upload form. It runs OCR to read the document, then uses AI to map fields (vendor, invoice number, due date, subtotal, tax, total, line items) into a consistent structure. Next, it checks rules: totals match, currency is expected, invoice number isn’t a duplicate, and required fields are present. Finally, it routes approvals and syncs the data to Google Sheets or accounting tools.
Usually, no. If you can connect Gmail and Google Drive, you can run most templates and just edit a few fields like your approval channel or spreadsheet columns.
For many teams, it cuts invoice admin in half. Instead of spending about 2 hours a week downloading PDFs, typing details, and chasing approvals, you review exceptions and approve what’s already structured. The bigger win is consistency: fewer typos, fewer duplicates, and less back-and-forth with vendors. Honestly, the first month often pays for itself once you stop rework and late-payment fire drills.
You’ll need an n8n workspace, access to where invoices arrive (like Gmail or Google Drive), and an AI/OCR provider such as OpenAI. Most setups also use a destination like Google Sheets for tracking, or a webhook to pass data into your accounting system. Have a few sample invoices ready, including tricky ones (multi-page, different currencies, odd layouts). Start with extraction, then add validation and approvals once the data looks right.
Stripe payments create QuickBooks Sales Receipts automatically. Fewer customer duplicates and cleaner reconciliation. Bookkeeping stays…
Turn fax and scanned PDFs into clean Google Sheets rows with Google Gemini. Reduce copy…
New invoice PDFs in Google Drive get captured into Airtable with key fields and line…
Invoice emails in Gmail turn into Airtable records with key fields captured and vendors matched.…
New files in Google Drive get sorted and key fields extracted into Google Sheets. Keep…
Turn approved Airtable deals into QuickBooks invoices and Stripe payment links. Cut copy paste errors…
Send receipt photos in WhatsApp and see them appear in Google Sheets. No typing vendors…
Receipts in Google Drive get checked for duplicates, then logged to Google Sheets and emailed…
Drop invoices into Google Drive or label them in Gmail, then key details land in…
Stripe invoice PDFs are saved to AWS S3 in clean year and month folders. No…
Get instant access to every AI workflow and prompt. One email, full access.
Join 5,000+ automation pros. No spam.
Get instant access to the template and step-by-step guide
Full access unlocked. Here's what you can do now:
Tell us what you'd like to automate — we'll show you what's possible for your team.
